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HomeMy WebLinkAbout02-27-2006 A1TYOF . '.. ~"': " . 4lU%~:U= ~fRN'. / :"ii""'" ...,..,..,,:U."" PLANNING & COMMUNITY DEVELOPMENT COMMITTEE /" /,)(1.> WASHINGTON February 27, 2006 MINUTES I. CALL TO ORDER Chair Lynn Norman called the meeting to order at 5:00 p.m. in the Council Chambers located on the first floor of Auburn City Hall, 25 West Main Street, Auburn, WA. Committee members present were: Member Gene Cerino, Member Nancy Backus. Also present were Planning and Community Development Director Paul Krauss, Community Development Administrator David Osaki, Parks, Arts and Recreation Director Daryl Faber, Economic Development Planner AI Hicks, Planner Bill Mandeville, Museum Director Patricia Cosgrove, Building Division Manager Jim Tinner, Environmental Protection Manager Aaron Nix, Mayor Pete Lewis and Planning Secretary Carolyn Brown. Guests: Human Services Committee members: Marion Thomas, Bill Kyle, Barbara Derda, Daryl Thompson, Tony Ladner, and Kat Chociej, Jim Rut!. II. APPROVAL OF MINUTES A. Minutes of the February 13, 2006 Meeting Mr. Cerino moved to approve the minutes as read and Ms. Backus seconded the motion. Motion approved unanimously. 3-0. III. ACTION A. Resolution No. 3990 to adopt the SE of East Main Street Plan was presented by Mr. Mandeville. Mr. Mandeville stated he received an inquiry regarding the reference to the Griffiths Skating Post on page 8. He said the reference to Griffiths Skating Post came from the comments at the neighborhood meeting. However, nobody seems to know anything about this particular "skating post". Councilmember Cerino said it might refer to a store that is no longer in business. Mr. Mandeville recommended the reference be deleted from the plan. Page 1 Plannin~ & Community Development Committee Minutes February 27. 2006 Mr. Krauss provided a history of the plan. Staff representatives, City Council members and the Mayor were present at two neighborhood meetings. Staff presented an overview of the process at these meetings, but ultimately the goal was to obtain input from the neighbors as to the needs of their neighborhood. Ms Norman added that staff is to be commended for their work. Mr. Mandeville said the area could be eligible for block grant funds. Committee members discussed minor revisions including rearranging some objective statements. Mr. Cerino moved to approve Resolution No. 3990. Ms. Backus seconded the motion. Motion approved unanimously. 3-0. B. Mr. Mandeville states that the Comprehensive Annual Performance and Evaluation Report (CAPER) 2005 is ready to be scheduled for a public hearing. Mr. Mandeville stated he would like the City Council to hold a public hearing at the March 6 City Council meeting. After the March 6, 2006 public hearing the PCD Committee will have a chance to review the report and provide comments at its March 13, 2006 Committee meeting. The CAPER would then be brought forward for action by the entire City Council at its March 20, 2006 meeting. The PCD Committee discussed the CAPER's formatting. Mr. Mandeville stated the report is formatted per the HUD requirement. Also the document is longer this year staff has closed out several projects. These project close outs are reflected within the 2005 CAPER. Mr. Cerino moved to forward CAPER to the City Council to call for public hearing and Ms. Backus seconded the motion. Motion approved unanimously. 3-0. C. Acceptance of Funds from Jane Clare Gattavera estate for the Mr. View Cemetery. Mr. Faber stated that the Parks Department was bequeathed 1/3 of $10,000. With the construction of the new columbarium the funds will be used toward the landscaping of the area. Page 2 Planninq & Community Development Committee Minutes February 27. 2006 Mr. Cerino moved the Jane Clare Gattavera bequest forward to City Council. Ms. Backus seconded the motion. Motion approved unanimously. 3-0. D. Resolution No. 3992 the Concession Agreement with Little League of Auburn for management of Brannon Park and Sunset Park concession stands. Mr. Faber noted that this is an annual contract. Volunteers from the Little League staff the stands. The Little League is a non-profit group and they use the money for their program. Mr. Cerino moved to forward Resolution No. 3992 to City Council. Ms. Backus seconded the motion. Motion approved unanimously. 3-0. E. Resolution No. 3993 the Concession Agreement with Optimists Club of Auburn to operate the concession stand at Game Farm Park. Mr. Faber noted that the Optimists are a non-profit group and the operation of the stand provides funds for the organization. Mr. Cerino moved to forward Resolution No. 3993 to City Council. Ms. Backus seconded the motion. Motion carried unanimously. 3-0 IV. DISCUSSION A. Mr. Hicks introduced members of the Human Services Committee (HSC) in attendance for the joint meeting with the PCD Committee. Mr. Hicks reviewed some of the topics that the HSC has been considering this year. One of the main topics is the HSC and City Council expectations for the time frame, feedback, frequency and accountability for an agency that applies for grant money. Mr. Hicks asked for perspectives that the PCD Committee has for the HSC. Mr. Hicks said one question is the time frame in terms of how long it will be before the City moves to fully implementing a Results Based Accountability (RBA) approach. Page 3 Plannin~ & Community Development Committee Minutes Februarv 27. 2006 Ms. Norman added that the Council members will discuss this at the annual retreat in April. Mayor Lewis stated that now is the time for the HSC to provide the City Council with recommendations on what it (HSC) feels is appropriate. Mr. Cerino agreed that this is a very complex change. It is dealing with complex social problems and defining result statements is difficult. Ms. Backus added that the metrics are important as is how the goals will be set. The committees discussed how the goals will be measured. Ms. Thompson said the HSC has accepted the process that was set before them. They realize that this new funding approach will raise sensitive issues as part of the funding process. Mr. Kyle said he would like to see a standard criteria and an agency has to meet the criteria. Ms. Norman noted this is not a piecemeal process, but one that takes time from staff and volunteers. Also, Ms. Norman stated that the agencies should have enough warning that the application process is tightening and the RBA is stricter. Agencies should see it as a positive rather than as a negative process. The committees discussed the need for the agencies to communicate with each other. Some of the areas under discussion are transitional housing, and heating assistance. Ms. Thompson added that it would probably be beneficial to set up a time for a workshop or meeting for the applicants to come in and learn about the new RBA approach instead of only mailing out applications. Mr. Krauss said that staff will be glad to host such an informational meeting. He noted that not every agency is going to change their methods and will need more time. It will be a sensitive area to inform agencies that have a funding history with the City that they now don't meet the RBA criteria. Ms. Backus noted that even if the requirement is results based it could be a percentage. Ms. Norman said the plan is to go with 100% RBA, but the City is not expecting 100% results in the first year. Page 4 Plannin~ & Community Development Committee Minutes February 27. 2006 Ms. Thomas noted that some of the smaller agencies, such as Pregnancy Aid, could have a problem coming up with the staff to comply with the new procedure. Mr. Cerino said he has noticed a difference in reporting from agencies that have the staff. The committees discussed combining the actions of agencies, such as the meals served through the churches and the Food Bank. Ms. Backus added cooperative relationships may be as simple as having someone at the evening meals handing out information about the food bank or a health care agency. Ms. Thompson asked about the evaluation process to judge the RBA. Mr. Hicks said the ultimate question will be: As a community are we any better off as a result of the funding agencies' actions. An agency that helps an individual not only with their immediate needs, but also shows them other agencies or provides support to change the situation they are in could be successful. Mr. Krauss said that agencies could be under one roof using a "One stop" concept. Mr. Krauss added that to secure funding an agency will need to be accountable. Ms. Norman noted that the process to measure the accountability and how it is measured will have to be determined. Chair Norman asked that the HSC consider the results based criteria at its next meeting. Mr. Mandeville said additional meetings for the HSC to discuss the new process have been scheduled during the month of March. After review by staff and Mayor Lewis, the RBA will come back to PCD Committee. Ms. Backus asked if the agencies are up for review each year Mr. Mandeville stated that presently the City is on a two year funding cycle. Ms. Backus asked if the City is going to consider a range for the results based expectations. Mr. Krauss added that if there are problems within the two years, there could be a dialog with the agency to discuss the outcomes. Mayor Lewis stated that the HSC, PCD Committee, and City Council are going to consider the results. It was agreed that the City needs to be very clear as to what the City's goal/result expectations are and not leave that decision up to the agencies. Page 5 Planninq & Community Development Committee Minutes February 27, 2006 Ms. Norman asked that Mr. Hicks come back to another PCD Committee meeting with input from the HS Committee. B. The information regarding the Inter-local agreement with Washington State Department of Labor and Industries for electrical inspections was provided by Mr. Tinner and Mr. Krauss. Mr. Krauss said that about a year ago the City entered into a contract with the Washington State Department of Labor and Industries (L&I). The idea was to improve the level of service for the City's customers including, as an example, alleviating delays for contractors. Previously, contactors had no timely source for appeals or resolution of conflicts. Now builders are able to call City Hall and talk to Mr. Tinner or Mr. Krauss. The City wanted a better level of service including a quicker turnaround process for permits. Mr. Krauss noted that it was originally envisioned to have a kiosk with a computer in the lobby area. This would be available to the public to use for electrical permits, including allowing contractors to make permit requests. The kiosk and computer work space actually turned out to be too expensive, so the computer set up is not feasible. Mr. Tinner added that the State has offered to amend the original agreement. They are guaranteeing 24 hour turnaround for jobs that are critical path sensitive if the absence of the inspection could hold up the progression of the job. This level of service did not exist before. Mr. Krauss added that another benefit is that L&I will send their inspectors to City staff meetings and City staff will work with the L&1. Mr. Tinner stated that the City realized about $45,000 a year in revenue. There is a surcharge that one or two people have questioned, but overall when the contractor saves one day through the 24 hour turnaround requirement it is worth it to him. C. An update on Olson Farm was presented by Ms. Cosgrove. In 2005 a $2000 contract was made with Past Future consultants in order to evaluate the Farm as an educational site. A final report was presented to the Committee, as the outcome of that study. Part of the work it entailed was to bring together an interested group of teachers to tour the Farm. They were asked to consider how school children would be able to use the Farm as an educational tool. Some of the Page 6 Plannin~ & Community Development Committee Minutes February 27. 2006 areas considered were what age level is best served, what subject areas of potential interest are, and how these things might affect the physical needs of the Farm. After surveying the teachers, it was determined that the greatest interest would be to secondary teachers. The site interested them as much for its environmental studies strengths as for its potential as a heritage education site. Also, the Green River Community College is interested in the Farm as a study site. This report provides a springboard to the next phase of work on the Farm. Ms. Cosgrove introduced the Committee to the planned capital campaign for the Mary Olson Farm. The goal is to raised the full funding required to renovate and prepare the site for public use. The full budget is $1.6 millions, with $560,000 already raised. The City has obligated $100,000 in the CFP for 2007 and again in 2008, bringing the total commitments up to $740,000. Acquiring appropriations from the County, State and Federal government will be the next steps in the fund raising effort. The White River Valley Museum, as the lease holder of the Farm is seeking these appropriations and is the agency in charge of this capital campaign. It is hoped that the full amount will be raised by the end of 2008. Ms. Backus suggested there be a website where people can find out about the farm and possibly a link that people can use to donate. Ms. Cosgrove added that a major donation was received from the McEachern Charitable Trust, of $40,000. Mr. Faber noted that King County still owns a piece of the property that is part of the parking lot to the north. Staff is currently working on the acquisition of the property. Ms. Cosgrove added that the piece is a historical part of the farm. Ms. Norman added that there was a good turnout of people for the stream restoration. Parks and Planning staff have done a good job of partnering and lining up grants. D. Low impact development was covered by Mr. Nix. Development is increasingly going in this direction. Mr. Nix spoke of increased surface water runoff that comes with the development of property. A typical storm event will increase the intensity and the discharge rate. Page 7 Planninq & Community Development Committee Minutes February 27, 2006 Low impact development was designed to mimic a more natural flow from a site. Instead of one large pond, low impact development might instead rely on the use of a system of little ponds to help filter runoff. Mr. Nix added that low impact development does not mean fewer dwelling units per acre. Mr. Nix stated that it still embraces the density mandated under the GMA. Mr. Krauss said that it is a way of using engineering and structure to mimic nature. It was discussed how developers will need to have some incentives in order to change the old methods. By using many smaller ponds instead of one large pond, a developer could possibly salvage a buildable lot. The PCD Committee discussed the environmental benefits of low impact development and water quality. Landscaping is a required component and Mr. Nix noted that street trees can be used as an infiltration source for water. King County has created an ordinance that applies to all of its public construction. The PCD Committee discussed a vegetative roof and how such a treatment can be put to use. Mr. Nix said he found an organization that has 5 options with various treatments of a vegetative roof. Mr. Nix added that bio- detention strips take care of the water and the runoff. Mr. Nix said the AEP would be an ideal location to use one of these design standards. E. The noise code regulations were presented by Mr. Osaki. He reminded the PCD Committee that at their last meeting they discussed the existing noise ordinance which was adopted in 2002 and revised in 2005. Mr. Osaki provided the noise ordinances from other jurisdictions. Mr. Osaki has created a matrix that compares the different cities. Mr. Osaki said the Municipal Services Committee would like to see the hours from 8 am to 8 pm. He also discussed other recommendations from the Municipal Services Committee. Ms. Norman stated the City should allow an exception for emergencies. Mayor Lewis noted that the Planning Director has the power to make exception in emergencies. The PCD Committee discussed the differences in a large development like the Safeway distribution center, which is not near a residential district and the in-fill development in an established residential neighborhoods. Page 8 Plannin~ & Community Development Committee Minutes February 27.2006 Mr. Rutt stated that he has talked to contractors and they said that 90% of the work is done in an 8 hour shift because overtime is too costly. Most work will start between 7-8 am and ends between 5-6 pm. The PCD Committee also discussed home repair or improvements that the average homeowner might do. Most of that work would be done after 5 pm or 6 pm during weekdays when the resident comes home from work. There could be a process for someone to obtain a deviation to work later for a specific period of time Mayor Lewis stated that the PCD Committee and staff will need to spend time to review the noise code. Mr. Krauss added that staff will develop the wording for the code. Mr. Osaki said he will meet with the City Attorney and will return to the March 13 PCD Committee meeting with a draft ordinance. V. INFORMATION A. PCDC Status Matrix was discussed. B. Ms. Norman said she will be at the PCD Committee meeting on March 13th, but will not be at the March 20th City Council meeting. Ms. Backus will be gone for the March 13th meeting and Sue Singer will be in sitting in. VI. OLD BUSINESS None VII. ADJOURNMENT There being no further business to come before the Planning and Community Development Committee, the meeting was adjourned at 7:20 p.m. 'l7rA --/' APPROVED THE,;'I - DAY OF f<./V~U.(~ t. L \tJU-{{~ n, Secretary Page 9